UAccess EMPLOYEE. Hiring Request: Classified Staff. Updated v Arizona Board of Regents, 2016 THE UNIVERSITY OF ARIZONA

Transcription

1 UAccess EMPLOYEE Hiring Request: Classified Staff Arizona Board of Regents, 2016 THE UNIVERSITY OF ARIZONA For information and permission to use our PDF manuals, please contact Updated v.2.02

2 COPYRIGHT & TRADEMARKS Copyright 2016, Arizona Board of Regents. All rights reserved. Record of Changes Date Version # Description 03/19/ DRAFT 08/15/ Updated to reflect policy changes. Added agenda, objectives and resources 09/09/ Added application, resume, non competitive hire documentation to required attachments list in Appendix B. Plus added information worksheet for classified staff as Appendix A 09/23/ Updated checklist to show application does not need to be signed 10/02/ Updated wording in checklist that refers to Resume /CV requirement 02/02/ Updated appendixes (Information worksheet and flowchart) to reflect electronic I-9 05/20/ Updated to include security sensitive information and remove information worksheet from appendix 07/11/ Updated Flowchart and took out in class agenda 11/21/ Updated links to reflect merger of systems control with HR

3 Table of Contents Training Guide Resources... 1 Hiring Request... 3 Classified Staff... 3 Appendix A: New Hire Process Flowchart Appendix B: New Hire Process Checklist All Classifications Appendix C: Handling Security Sensitive Information Appendix D: New Employee Work Center Page iii

4 Page iv

5 Resources All of the materials covered in the workbook are also covered in the online tutorials ( Feel free to review those tutorials if you need a refresher. And you are welcome to ask questions in the UAccess Employee group on the UAccess Community at UAccess Employee Resource page on UAccess Community: (These resources include an Electronic I-9 Quick Reference Guide, Flowchart, FAQs, and Panopto Video Recording) Workforce Systems website: Human Resources policies: Page 1

6 Page 2

7 Hiring Request Classified Staff Procedure In this tutorial, you will initiate and submit a Hiring Request form to fill a Classified Staff position. You need some basic information about the new hire before you can start a Hiring Request form. The New Hire Information Worksheet ( has been created for your convenience and can be filled out by the supervisor/hiring manager or any person who can provide the required information. To navigate to the Hiring Request form, go to NavBar > Navigator > Main Menu > Manager Self Service > MSS Online Forms > Employment and Job > Request New Hire. Note: You can also use the MSS WorkCenter & Approvals tile located on the UA Manager Self Service Home Page. Page 3

8 1. There are three different hiring requests you can initiate: New Hire, Rehire or Additional Job. The application allows you to submit a specific type of request based on information you enter about the candidate. All three hiring requests are initiated by clicking the same radio button. Click the Initiate Hiring Request option. 2. Use the New Hire Request search criteria fields to find any existing record for the candidate in the UAccess database. If the person has any relationship (past or present) with the University of Arizona, it is best to search using the EmplID number. Page 4

9 Training Guide 3. In this tutorial the person you are hiring has no relationship with the University of Arizona; Therefore, you must use the name fields. You must use all required fields. The required fields are marked with an asterisk (*). Note: If the candidate is currently employed at the University, you will not be able to use the Hiring Request form to hire them for an additional job unless you are hiring them as a student employee. Instead, you must submit a PAF for the hire and a Position Distribution Request for funding changes. There are also a variety of required attachments. Be sure to review the New Hire Process Checklist ( _New_Hire_Process_Checklist.pdf) (Appendix B). Click the Gender drop-down list. 4. Click the Female list item. 5. Enter "dickinson" in the Last Name field, or hit [enter] on your keyboard to continue. 6. Enter "emily" in the First Name field, or hit [enter] on your keyboard to continue. 7. Enter " " in the Date of Birth field, or hit [enter] on your keyboard to continue. Page 5

10 8. You are now ready to submit your search. There are three possible results: 1. An exact match 2. A list of names meeting the search criteria 3. No results Click the Search button. Page 6

11 9. In this scenario there are no results found, indicating your candidate is not in the system. Therefore, you will be creating a new record for them. Click the OK button. Page 7

12 10. Click the No Emplid Match, Create New Hire button. 11. A temporary Empl/Person ID is assigned to the candidate. Once all approvals are complete, this candidate is assigned a permanent EmplID. Click the New Hire Type drop-down list. Page 8

13 12. Next, select the appropriate New Hire Type. Click the Classified Staff list item. 13. There are a variety of eligibility policies (like Visa status) for employment at the University of Arizona. Be sure you are aware of these. Policy details for all hires can be found on the Human Resources ( website. Note: This form does not check against DCC status. Departments are responsible for confirming employment eligibility for all hires. DCC Pre-Hires end automatically the day before the employee s start date; however, other DCC relationships require action and will delay processing if not ended prior to the new hire date. Click the Continue button. 14. Your transaction number is displayed above the EmplID. This number appears in Analytics' reports and can be used to search for this transaction. Page 9

14 15. The employment Start Date is required and can be future dated as needed. Make sure to submit the new hire request form as soon as possible to allow sufficient time for the new hire to complete the I-9. The new hire must complete the I-9 on or before the start date. Failure to plan for sufficient routing and approval time can also result in compliance issues with the I-9. Note: The Start Date cannot be prior to the Visa Status Date. Enter "4.1.14" in the Start Date field, or hit [enter] on your keyboard to continue. 16. Note: For details on I-9 and Start Date policies, please refer to the Electronic I-9 training information on the UAccess Community Employee Resources page ( Click the Continue button. Page 10

15 17. Information pulled from the person record will prepopulate many fields in the Personal Data section. Remember required fields are marked with an asterisk (*). 18. Although it is not required, go ahead and enter the middle name for this new hire. Enter "elizabeth" in the Middle Name field, or hit [enter] on your keyboard to continue. 19. Use the Remote I-9 option in those cases where the new hire will not be working on campus and will not be available to present original I-9 employment authorization or identity documents to the hiring department. A Yes response will stop the electronic I-9 from being generated A No response will trigger the electronic I-9 Note: The electronic I-9 is included in the New Employee Work Center. Please refer to the Electronic I-9 training information on the UAccess Community Employee Resources page ( Page 11

16 20. Important! If the Yes option is chosen, the remote hire must complete a hard-copy I-9 form on or before their first day of work, and have it verified by an authorized agent within 3 business days. The new hire request will remain in a pending status until Systems Control receives the completed hard-copy I-9 and supporting documents. Click the No option. 21. You must indicate the citizen/resident status of the new hire. Click the Yes option. 22. Note: You must provide current visa information for non-citizens. Click the Citizen option. Page 12

17 23. The Personal is a required field. It is important to enter the address correctly. It will be used to send s to the new employee alerting them to complete their on-line hiring forms. Failure to complete those forms will halt the hiring process. Enter "edickinison@gmail.com" in the Personal field, or hit [enter] on your keyboard to continue. 24. UA Directory Phone is an optional field. If left blank the phone number that appears in the on-line Phone Directory for this person will default to the main phone number for the employees Home department. Enter " " in the UA Directory Phone field, or hit [enter] on your keyboard to continue. 25. Check the Annual Review UA Vitae checkbox for any new hire in a Tenured/Tenure eligible /Continuing/Continuing eligible appointment that should be using the Fac Annual Review process. Department heads will know who qualifies for this as related to UA Vitae. 26. Now that you are finished with the Personal Data area, you need to complete the required fields in the Position Information area. Note: Links to other areas of Manager Self Service, like Position Cross- Reference and Request Position Distribution Change, are available for your convenience. 27. A position number is required before you can submit this form. There are a variety of ways to find a suitable position number. For example, you can use the Position Cross-Reference screen or the Vacant Positions report in UAccess Analytics. 28. Regardless of how you keep track of your positions, the position you use in this form must be actively funded. You should also take care to make sure the correct Time Approver is associated with the position. Note: You will not be able to submit the Hiring Request until funding has been established. Refer to the Position Distribution Guide ( for details on this process. Page 13

18 29. You should also take care to make sure the correct Time Approver is associated with the position. Note: There are a variety of additional position management tasks involved in choosing and properly establishing a suitable position. For details, please refer to the Position Management Quick Reference Guide ( Enter " " in the Position field, or hit [enter] on your keyboard to continue. 30. The screen refreshes once you click the tab key on your keyboard. Press [Tab]. 31. Attributes associated with the selected position, such as ABOR code, Job Title, department location, and the Supervisor's Name (if available), are brought into the Position Information section. Many of these attributes, are displayed for reference only and cannot be updated. Page 14

19 Training Guide 32. The Alternate Title is an updateable value. The description appears on timesheets and can be helpful in cases where an employee has multiple jobs. Note: The Job and UA titles are for reference only and cannot be updated. Title changes can be made with an Employment/Job Changes Request form. 33. You must indicate either the Job FTE or the number of Standard Hours (hours per week) for this position. Entering one of these values automatically calculates and populates the other. Full Time Equivalent (FTE) is the percentage of time an employee works represented as a decimal. The minimum FTE per position should not be less than.025. Note: Be sure you are aware of the FTE policies for Grad hires. These can be found in the Graduate Assistant/Associate Manual ( Enter ".30" in the Job FTE field, or hit [enter] on your keyboard to continue. 34. The screen updates once you click the tab or the enter key on your keyboard. Press [Tab]. Page 15

20 35. Notice the Standard Hours has updated. 36. The Pri/Home Dept (primary/home department) along with the Building and Room number are used for paycheck (if applicable) and for mail distribution. You can edit this information here as well as in the Personal Information and UA Title Management forms. 37. Click the scrollbar. 38. Position management questions identify positions as restricted research, security sensitive, and special training. Answers to these questions are analyzed and displayed on the bottom of the Position Information section. A Y or N flag is displayed to indicate how these questions were answered. The Y flag, along with other criteria is used to route New Hire transactions to Human Resources and Export Control for approval. Note: All Classified Staff, Faculty, and Appointed Personnel positions route to Human Resources regardless of these flags. 39. A blank space to the right of one of these labels indicates questions remain unanswered. Page 16

21 Training Guide 40. Details on how these questions were answered are available behind the View Details link. Click the View Details link. 41. Click the scrollbar. 42. Click the Return button. 43. You must indicate whether or not the new hire is eligible for retirement benefits. Use the information dot for details and a link to policies on benefits eligibility. Click the Not Retirement Eligible checkbox. Page 17

22 44. The Comp Rate must be at least the minimum of the pay grade assigned to the position. The associated Rate Code is controlled by the PCN and for Classified Staff positions could be either HRLY or SAL. Note: If the Comp Rate exceeds the maximum of the pay grade, a warning message displays, a special comment box is provided, and you are required to enter justification. Enter "15" in the Comp Rate field, or hit [enter] on your keyboard to continue. 45. A link to the pay grade range is provided as a resource. Click the Pay Range Link link. 46. The pay range minimum and maximum rates are shown by hour, month, and year. Click the OK button. Page 18

23 47. The UACareers Posting Number is required. Enter "51552" in the UACareers Posting # field, or hit [enter] on your keyboard to continue. 48. You must indicate whether or not a competitive selection process was followed for this hire. Click the Competitive Hire drop-down list. 49. In most cases your hires are competitive hires, meaning a competitive search was conducted to find eligible applicants. Click the Yes list item. Page 19

24 50. In cases where compelling justification exists to make a non-competitive selection, you must indicate said justification by choosing the appropriate option from a drop down list. Note: For details on acceptable circumstances for non-competitive hires, please refer to the Noncompetitive Selection policy ( This policy is applicable to all Classified Staff, Faculty and Appointed hires. 51. The Position Distribution area displays the funding for this position for your convenience. You must submit a Position Distribution request form if you wish to make any changes to this information. 52. An Expected End Date is not required for Classified Staff Hires. However, if an end date is set an Expected End Dt Reason must be selected from the drop-down list. Note: The Expected End Dt Reason list will change based on the Expected End Date entered and where it falls in the fiscal calendar. Enter " " in the Expected End Date field, or hit [enter] on your keyboard to continue. 53. Click the Expected End Dt Reason drop-down list. Page 20

25 54. Note: For detailed information on expected end date reasons, please refer to the Reasons Jobs End ( document. Click the Job Ending list item. 55. Click the scrollbar. 56. The ability to enter comments and upload attachments is available in all Manager Self Service requests. Business rules for specific field values within the Hiring Request form determine if comments or attachments are required. Initiators and Approvers may upload and remove attachments to and from the request while the transaction is pending. Only the initiator or approvers for the transaction can view attachments. 57. You are required to attach a variety of extra documents to all hiring requests for Classified Staff. Attachments include any document required when applying through UACareers, such as the application and a resume'/cv cover letter. In addition to attaching any required documentation, you must also select the checkbox above the attachments links to indicate that you have done so. In this example, two sample documents have been attached for you. Page 21

26 58. DO NOT scan security sensitive documents in order to attach them to this document. See Appendix C for details. 59. You may want to review the information one last time before you submit the request for approval. Click the Submit button. 60. Click the scrollbar. 61. Congratulations. You have completed the Hiring Request form to fill a Classified Staff position. Be sure to review the other tutorials for details on initiating other types of hiring requests. End of Procedure. Page 22

27 Appendix A: New Hire Process Flowchart Need for employee identified Systems Control creates job record and processes final approval Employee can begin work Available budget confirmed Position posted in Career Track (note job #)* Position Management (active funding) New hire identified Employment eligibility confirmed New Hire Work Center forms available (to be completed by pending Hire)*** Systems Control creates person record Approvals by department, college, and HR New Hire Request Form prepared with required attachments ** Offer Letter created, sent, and accepted * There are additional steps for tenured/tenure-eligible/multi-year/continuing/continuing-eligible faculty and professionals ** Required Attachments: Offer Letter, Application, Resume/CV cover letter (If required in Career Track), any required documents for non-competitive hires (Noncompetitive Selection Policy http// *** Completed electronic I-9 routes separately from New Hire Request and involves additional approvals Contact Systems Control for questions regarding approvals Updated v.3.00 Page 23

28 Page 24

29 Appendix B: New Hire Process Checklist All Classifications Business Office informed of the need for a new or replacement position Available budget confirmed Use Budget Office web site (account # needed) Identify PCN Use Position Cross Reference in UAccess Employee or Vacant Position report in UAccess Analytics (Business Manager Home Page) Make sure PCN is actively funded Use Position Distribution Request form Time Approver assigned to PCN Use Modify/Create Position Request form Position Management questions answered Use Modify/Create Position Request form PCN Set-up for Work Study (undergrad student hires only) Use Modify/Create Position Request form Publicize employment opportunity in appropriate locations Career Track faculty, appointed, and classified Make note of Career Track job number for future use Wildcat Job Link grad assistant/associate Verify employment eligibility (FTE, DCC status, visa status, class enrollment for grad/undergrad student hires) Offer letter created Use RPO for offer letters to applicable faculty/appt Template on HR website for all others Offer letter approvals Department approval(s) College approval (if applicable) Provost (if applicable) Other position specific approvals Offer letter accepted Signed offer letter returned from pending hire (includes grads) Initiator completes and submits New Hire Request Form Required attachments: Signed offer letter (includes grads), application (excludes grads and undergrad students), resume /CV (if required in Career Track), if a non- competitive hire, then attach all required documents stated in the Noncompetitive Selection Policy ( Requires Career Track job number (excludes grads and undergrad students) Submitted request triggers electronic I-9 unless Remote I-9 box is checked on form Pending hire completes hiring forms in UAccess Employee (New Employee Work Center) Completed forms trigger final approval by Systems Control Completed Electronic I-9 routes separately for approval and E-Verification Note: Systems Control must have the original I-9 and copies of the supporting documentation for this final approval. New hire accepts contract in UAccess Employee (Does not include undergrad students or classified staff) Page 25

30 Page 26

31 Appendix C: Handling Security Sensitive Information Training Guide If you are dealing with an I-9 you will be handling security sensitive documents. You may be tempted to scan these documents so you can attach them to the Hiring Request or the Electronic I-9. DO NOT DO THIS. The act of scanning a document makes an electronic copy that you must destroy and in most cases you do not have control over where that copy is stored. Instead, please send hard copies to Systems Control and they will be scanned using a secure process and attached to the forms for you. Sensitive Data is data whose unauthorized disclosure may have serious adverse effects on the university's reputation, resources, services, or individuals. Sensitive Data includes social security numbers, credit card information, and anything else that can be used to facilitate identity theft. It also includes federally protected data such as student information and medical information, as well as passwords, account information, restricted data, and any other unique identification. A primary source of risk in higher educational institutions is the retention of old data, particularly class rosters. Follow this link for information from the Information Security team Page 27

32 Page 28

33 Appendix D: New Employee Work Center Page 29

34 Page 30